updated 5/27/19 - will be revised as …...2020/05/27 · updated 5/27/19 - will be revised as...

Rev. 05/27/2020 of 11

UPDATED 5/27/19 - WILL BE REVISED AS INFORMATION EVOLVES Chico State will phase-in the return of employees (faculty, staff, and student employees) to work over time in a coordinated process to ensure appropriate physical distancing, availability of PPE (personal protective equipment) and compliance with state and local restrictions. These guidelines and expectations align with recommendations from the federal government (Opening Guidelines), Center for Disease Control (CDC), California and Butte County Departments of Public Health, Cal/OSHA, and the CSU, Chancellor’s Office and will be updated as our knowledge and understanding of COVID-19 evolves. The President has authority to approve in-person or other campus activities as long as health and safety measures are taken that comply with this policy or as other safety considerations evolve.

Prior to authorizing return to work, Chico State will:

Perform a detailed risk assessment and implement a site-specific protection plan in each department or unit that initiates a return to work request.

Train employees on how to limit the spread of COVID-19, including how to screen themselves for symptoms and stay home if they have them

Implement individual control measures and screenings

Implement disinfecting protocols

Implement physical distancing guidelines

Employees approved to return to work will:

Conduct symptom monitoring every day before coming to work

Maintain physical distancing

Wear face coverings when physical distancing of six feet or more cannot be achieved between others. It is highly recommended that, when feasible, employees wear face coverings while on campus.

Wash hands and use hand sanitizer frequently

Chico State has designated the Emergency Operations Center (EOC) with responsibility to implement these guidelines and evaluate all requests for employees to return to on-campus work. Requests shall be submitted to [email protected].

CALIFORNIA STATE UNIVERSITY, CHICO

Return to Work Guidelines and

Expectations

400 W. 1ST STREET

KENDALL HALL ROOM 220

CHICO, CA 95929-0010

530-898-6771

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Phased Return to Work Plan

The return to work process will be tightly controlled and coordinated to mitigate potential risks and ensure the safety of students, faculty, and staff, as well as the communities we serve. Deans/Directors shall seek approval from their Vice President to begin the return to work process. Once approved, departments will submit a Departmental Risk Assessment on the standard templates (Appendix C), including site-specific prevention protocols, to the EOC for evaluation. Requests will be evaluated through a process of risk and resource assessment to establish approval, prioritization, and sequence. No unit or department will increase on-campus staffing levels without appropriate authorization.

Vulnerable populations as defined by CDC guidelines, may not return to work, with limited exceptions. Employees unable to return to campus when directed, must contact the Benefits unit in the Human Resources Services Center at [email protected] or (530)898-4360.

Phased Staffing Phase 1: Return Employees Currently Unable to Work Remotely

In Phase 1, employees that are able to effectively work remotely should be afforded the opportunity to continue. Employees who are not able to effectively work remotely will begin returning to campus. During this phase, the University will have the opportunity to refine safety measures and operational protocols before campus density is increased. Vice President approval and Departmental Risk Assessments are required.

Phase 2: Create opportunities for limited on-campus work to support instruction, student support, and research

Expand staffing to support the summer term and prepare for the fall term. Faculty may be permitted to utilize their office and/or classroom/lab space for preparation of activities. Limited in-person student support services may be allowed. Research activity that includes the use of University facilities on a limited basis may be permitted. Vice President approval and Departmental Risk Assessments are required.

Phase 3: Create opportunities for additional on-campus work to support the institution’s mission

Phase 3 staffing is not allowed at this time.

Phase 4: Return to normal operations

Phase 4 staffing is not allowed at this time.

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Health and Safety (Workplace) Guidelines Institutional Responsibilities

Develop a detailed Return to Work Plan for each department or unit that initiates a return to work request. This Plan will include a departmental risk assessment which includes site specific details and requirements. EH&S will provide an electronic template as an aid in completing this work.

Train employees on how to limit the spread of COVID-19, including how to screen themselves for symptoms and stay home if they have them.

• Training shall be provided by Environmental Health & Safety (EHS). Employee training is required before returning to work, and will include all applicable OSHA/CDPH/BCPH guidelines as well as topics highlighted in this document. Topics include: - Signage standards - Symptom recognition and

reporting - Social and physical distancing

standards

- PPE and face covering expectations

- Hand washing techniques - Other applicable topics

Implement individual control measures and screenings.

• Provide face coverings and guidance on appropriate use. • Provide and ensure employees use all required personal protective equipment. • WellCat Health Center will be responsible for COVID-19 case management which includes:

o A COVID-19 Hotline for all employees o Liaison with Butte County Public Health officials o Support and/or implement the investigation of any COVID-19 illness and determine if

work-related factors could have contributed to the exposure o Support and/or implement contact tracing as required o See Appendix B for additional details

Implement disinfecting protocols.

• Cleaning in high traffic areas. The University will sanitize high traffic areas (entrances/ hallways/elevators/lobbies) 2x per eight-hour shift, at a minimum.

• Provide hand sanitizer at entrances and high-traffic areas. • Provide products that meet the EPA’s criteria for use against COVID-19 and are appropriate for

the surface. • Ensure that sanitary facilities (e.g., restrooms) stay operational and stocked at all times. • Custodial teams will clean classrooms, offices, and workspaces 1x per day, following CDC

guidelines. • Hand air-dryers in bathrooms will be rendered inoperable. • All HVAC air filtration will be upgraded to a minimum MERV13 filter. • Increase outside air intake to reduce recycled air in buildings.

Implement physical distancing guidelines.

• Physical barriers will be installed if person-to-person contact regularly occurs or if six feet of distance between people cannot be maintained.

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• Seating areas will be arranged to be six feet apart. Chairs will be turned around or “Do Not Use” signs will be placed on seats.

• Floor markings will be used to indicate appropriate physical distance between persons as necessary.

• Signs posted to indicate your process: i.e. “please wait here…”

Employee Responsibilities Every employee must contribute to a safe and healthy work environment. In consideration of fellow employees, and to be respectful of others’ needs to protect themselves and their families, employees are responsible for the following:

Conduct symptom monitoring every day before coming to work. Employees must be free of any symptoms potentially related to COVID-19.

Employees experiencing any of these symptoms, should contact their supervisor and the COVID-19 call center (TBD) immediately and do not report to work.

• Cough • Shortness of breath or difficulty

breathing • Fever • Chills • Repeated shaking with chills • Runny nose or new sinus congestion • Muscle Pain

• Headache • Sore throat • Fatigue • New gastrointestinal symptoms such

as nausea, vomiting or diarrhea • New loss of taste or smell • Pink eye

Employees experiencing any of the warning signs below should contact a medical provider or report to the nearest emergency department immediately. Enloe’s phone number is (530) 332-7330.

• Trouble breathing • Persistent pain or pressure in the chest • New confusion • Inability to wake or stay awake • Bluish lips or face

Maintain physical distancing.

• Provide for at least six feet of physical distance from one another at all times in the workplace.

• Wear face coverings when physical distancing of six feet or more cannot be achieved between others. When feasible, it is recommended that employees wear a face covering while working on-campus. (The University will provide face coverings for employees.)

• Avoid unnecessary meetings: use videoconferencing, telephone calls, and email to communicate. In person meetings should not exceed 50 percent of a room’s capacity, assuming individuals can still maintain 6 feet of separation for physical distancing requirements.

• Consider eating outside or at their desk and avoid facing others while eating.

• In the workplace, employees must follow all notifications, posting, and markings related to physical distancing on campus. These markings will appear both indoors and out.

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Wash hands or use hand sanitizer frequently.

• The University will provide hand sanitizer as available. A better alternative is to thoroughly wash one’s hands.

Clean and sanitize individual spaces

• Clean and sanitize shared equipment and surfaces between each use (e.g. copiers, printers, computers, A/V and other electrical equipment, coffee makers, desks and tables, light switches, door knobs, etc.).

• Clean touchable surfaces between shifts or between users, whichever is more frequent.

• Frequently clean and sanitize personal work areas. Personal cell phones should be regularly cleaned, particularly before and after eating.

• Use products provided by the institution that meet the EPA’s criteria for use against COVID-19 and are appropriate for the surface.

Additional Information / Resources Interim Guidelines for Administrators of US Institutions of Higher Education https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-ihe-response.html

Cleaning and Disinfecting Your Facility https://www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html

American College Health Association (ACHA) Guidelines, Considerations for Reopening Institutions of Higher Education in the COVID-19 Era https://www.acha.org/documents/resources/guidelines/ACHA_Considerations_for_Reopening_IHEs_in_the_COVID-19_Era_May2020.pdf

The State of California is issuing guidance for businesses to follow, if they’re permitted to open per County Public Health rules. Industry specific guidance from the state can be found at https://covid19.ca.gov/industry-guidance/ and for the county at http://www.buttecounty.net/publichealth/buttereopens that pertain to a variety of relevant on-campus activities.

CDC Considerations for Institutes of Higher Education https://www.cdc.gov/coronavirus/2019-ncov/community/colleges-universities/considerations.html

CDC Guidance for Cleaning and Disinfecting Public Spaces, Workplaces, Businesses and Schools https://www.cdc.gov/coronavirus/2019-ncov/community/reopen-guidance.html

Cleaning and Disinfecting Your Facility https://www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html

CDC Symptoms of COVID-19

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https://www.cdc.gov/coronavirus/2019-ncov/symptoms-testing/symptoms.html

CDC Case Management Recommendations for Community Exposure https://www.cdc.gov/coronavirus/2019-ncov/php/public-health-recommendations.html

CDC Guidance on Quarantine and Isolation https://www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/quarantine-isolation.html

CDC Guidance on Cloth Face Coverings https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html

CDC Cloth Face Coverings Do’s and Don’ts Poster https://www.cdc.gov/coronavirus/2019-ncov/images/social-media-toolkit/COVID-19_FaceCovering-1080x1080_4.jpg

CDC What You Should Know Poster https://www.cdc.gov/coronavirus/2019-ncov/downloads/2019-ncov-factsheet.pdf

CDC Interim Guidance on Mass Gatherings and Large Events https://www.cdc.gov/coronavirus/2019-ncov/community/large-events/mass-gatherings-ready-for-covid-19.html

CDC Guidance on Bus Transit https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/bus-transit-operator.html

CDC Guidance on Reopening Buildings after Prolonged Shutdown or Reduced Operation https://www.cdc.gov/coronavirus/2019-ncov/php/building-water-system.html

CDC Guidance on Social Distancing https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/social-distancing.html

CDC Guidance on Shared or Congregate Housing https://www.cdc.gov/coronavirus/2019-ncov/community/shared-congregate-house/index.html

CDC Guidance related to People who are at Higher Risk for Severe Illness https://www.cdc.gov/coronavirus/2019-ncov/need-extra-precautions/people-at-higher-risk.html

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Revision Control

REVISION DATE DESCRIPTION

MAY 27, 2020 • Page 2 – Clarified process for Phased Return to Work Plan to include VP approval • Page 6 – Added additional links to CDC guidance • Page 8 – Added Appendix A, Highlighted Guidance from CDC on Maintaining Healthy

Institutions for Higher Education Environments • Page 10 – Added Appendix B, COVID-19 Case Management Procedure • Page 11 – Added Appendix C, Departmental Risk Assessment for COVID-19

Template

MAY 20, 2020 Initial Document Distributed

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Appendix A – Highlighted Guidance from CDC on Maintaining Healthy Institutions for Higher Education Environments

Cleaning and Disinfection

• Clean and disinfect frequently touched surfaces (e.g., door handles, sink handles, drinking fountains, grab bars, hand railings, bathroom stalls, dining hall tables) within IHE facilities at least daily or between use as much as possible. Use of shared objects (e.g., lab equipment, computer equipment, desks) should be limited when possible, or cleaned between use.

• If transport vehicles (e.g., buses) are used by the IHE, drivers should practice all safety actions and protocols as indicated for other staff (e.g., hand hygiene, cloth face coverings). To clean and disinfect IHE buses, vans, or other vehicles, see guidance for bus transit operators.

• Develop a schedule for increased, routine cleaning and disinfection. • Ensure safe and correct use and storage of cleaners and disinfectants, including storing products

securely. Use products that meet EPA disinfection criteria. • Encourage students, faculty, and staff to keep their personal items (e.g., cell phones, other electronics)

and personal work and living spaces clean. Encourage students, faculty, and staff to use disinfectant wipes to wipe down shared desks, lab equipment, and other shared objects and surfaces before use.

• Ensure there is adequate ventilation when using cleaning products to prevent students or staff from inhaling toxic fumes.

Shared Objects

• Discourage sharing of items that are difficult to clean or disinfect. • Ensure adequate supplies to minimize sharing of high-touch materials to the extent possible (e.g.,

assigning each student their own art supplies, lab equipment, computers) or limit use of supplies and equipment by one group of students at a time and clean and disinfect between use.

• Avoid sharing electronic devices, books, pens, and other learning aids.

Modified Layouts

• Space seating/desks at least 6 feet apart when feasible. For lecture halls, consider taping off seats and rows to ensure six-foot distance between seats.

• Host smaller classes in larger rooms. • Offer distance learning in addition to in-person classes to help reduce the number of in-person

attendees. • Provide adequate distance between individuals engaged in experiential learning opportunities (e.g.,

labs, vocational skill building activities). • Create distance between students in IHE vehicles (e.g., skipping rows) when possible.

Ventilation

• Ensure ventilation systems operate properly and increase circulation of outdoor air as much as possible, for example by opening windows and doors. Do not open windows and doors if doing so poses a safety or health risk (e.g., risk of falling, triggering asthma symptoms) to students, faculty, or staff using the facility.

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Physical Barriers and Guides

• Install physical barriers, such as sneeze guards and partitions, particularly in areas where it is difficult for individuals to remain at least 6 feet apart (e.g., cash registers).

• Provide physical guides, such as tape on floors or sidewalks and signs on walls to ensure that individuals remain at least 6 feet apart in lines and at other times.

Communal Spaces

• Close shared spaces such as dining halls, game rooms, exercise rooms, and lounges if possible; otherwise, stagger use and restrict the number of people allowed in at one time to ensure everyone can stay at least 6 feet apart, and clean and disinfect between use.

• Add physical barriers, such as plastic flexible screens, between bathroom sinks and between beds especially when they cannot be at least 6 feet apart.

• For more information on communal spaces in student or faculty housing (e.g., laundry rooms, shared bathrooms and recreation areas) follow CDC’s guidance for Shared or Congregate Housing.

Food Service

• Provide grab-and-go options for meals. If a cafeteria or group dining room is typically used, if possible, serve individually plated meals (versus buffet or any self-serve stations).

• Use disposable food service items (e.g., utensils, dishes). If disposable items are not feasible or desirable, ensure that all non-disposable food service items are handled with gloves and washed with dish soap and hot water or in a dishwasher. Individuals should wash their hands after removing their gloves or after directly handling used food service items.

• If food is offered at any event, have pre-packaged boxes or bags for each attendee instead of a buffet or family-style meal. Avoid sharing food and utensils and consider the safety of individuals with food allergies.pdf icon

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Appendix B – COVID-19 Case Management Procedure

CSU, Chico has established a COVID-19 Case Management Procedure to guide our communication and required actions related to suspected or confirmed positive cases of COVID-19 on the campus. See attached procedure. [insert link here]

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Appendix C – Departmental Risk Assessment

CSU, Chico has established a template to assist departments with evaluating their physical workspace and proposed in-person activities in order to design site-specific prevention protocols. See attached procedure. [insert link here]

Return to Work Plan – Appendix B

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COVID-19 POSITIVE CASE PROCEDURE

CSU – Chico will be forthcoming with as much factual information without violating the privacy of faculty/staff, employees, students, vendors etc. positive for COVID-19 or those potentially exposed.

A. COMMUNICATION PROTOCOL All known or suspected cases of COVID-19 will be referred as soon as possible to the Pandemic Manager/WellCat Health Center Director, or designee. The following communication protocol will be immediately enacted:

1. Pandemic Manager notifies BCPH 2. Pandemic Manager notifies EOC Director 3. EOC Director notifies President and Cabinet, as needed 4. EOC Director notifies EOC Command and General Staff, as needed

a. Public Information Officer b. Environmental Health & Safety c. Risk Management

B. ACTIONS TO BE TAKEN Case Management representative will contact the positive confirmed case to identify: the

last date the individual was on campus, the location(s) the individual visited while on campus and close contacts the individual may have come into contact with (see interview questionnaire, Attachment 1). Entry to be made in Veoci Restricted Case Management Room.

If positive person has not been on campus, the case manager will assist Butte County Public Health Department, if needed.

A contact list is established to identify campus constituents who were in close contact 1 with a suspected or positive individual from 48 hours before symptoms began, until the individual left campus. Anyone identified as potentially exposed to a suspected case or person under investigation (PUI) must self-monitor 2 and anyone potentially exposed to a confirmed case must self-quarantine3 and contact their healthcare provider if symptoms develop. Self-isolation if test results are confirmed positive. The investigation team will attempt to create this list if unavailable after speaking with the positive case.

Using the protocol above, notify the campus community department, work group, employees, students or others as applicable, and provide them with public health recommendations that may include staying home and monitoring their health.

CALIFORNIA STATE UNIVERSITY, CHICO

COVID-19 CASE MANAGEMENT

NOTE: The county health department determines contact tracing based on their investigation of each case. Anything the campus does

toward this is done in an abundance of caution. The identity of the positive case individual must not be divulged orally or electronically to anyone that does not have a need to know.

DEFINITIONS: 1Close Contact: as defined by the CDC and BCPHD, means individuals were within 6 feet for more than 10 minutes with the "infected person" or had direct contact to respiratory secretions of the ill person.

2Self-monitor: inform employee to take temperature twice daily. If you have a fever (100.4 F or higher taken orally) do not go out in Public and avoid contact with others. If they start to experience Covid-19 like symptoms they should consult their healthcare provider.

3Self-quarantine: means remain in your residence for 14 days, with the only exception being to receive medical care. 4Isolation: is a healthcare term which means keeping people who infected with a contagious illness.


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**Affected employee and student notification – Case Management **Campus notification – University Communications if necessary

CSU Chico COVID-19 HOTLINE

The purpose of the COVID-19 Hotline is to provide staff, faculty, students and vendors a way to report COVID-19 related information and to receive the most relevant information about their COVID-19 concerns. The Hotline will be staffed during normal university operating hours. Callers will be informed that any information received is voluntary and will be treated confidentially. Information received will be disseminated to the appropriate person (s) on a need to know basis only for next steps.

A. Our Hotline Health Center staff will assist by conducting an initial triage for COVID-19 symptoms, to ensure callers are receiving the most relevant information, and identify key trends on campus and the community.

B. A pre-populated, document will be used to identify necessary information to: Address questions and provide resources

Address other types of questions via CSU Chico protocols, CDC/local health department guidelines.

C. A short survey will provide feedback on the value of services offered.

COVID -19 Testing When an infectious disease outbreak begins, the ideal response is for public health officials to start testing as soon as possible. Testing leads to quick identification of cases, prompt isolation/treatment for those people, and immediate isolation to prevent the spread. Early identification aids in the process of contact tracing to minimize the transmission of those who potentially have been exposed and their exposure to others.

There are two testing sites currently in Butte County: Ampla Health (referral from a medical provider required)

680 Cohasset Road, Chico CA. 530-342-4395

OptumServe Silver Dollar Fairgrounds 2357 Fair Street Chico, CA. https://lhi.care/covidtesting (by appointment only) 888-634-1123 **Please note that phone registration will only be used for people without internet access.


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CASE MANAGEMENT PROTOCOL

Scenario I: Measures already underway to prevent the spread of COVID-19.

The campus has taken steps to mitigate the spread of respiratory infectious diseases to include:

Reviewing and updating emergency operations plans (EOPs), including continuity plans for teaching, virtual learning and remote work.

Suspending in-person instruction, research, events, activities, meetings and performances Closing on-campus residence halls. Moving all but essential employees and work to remote work status. Support for and education on personal and environmental prevention practices. Establishing liaison with the Butte County Public Health Department’s Operations Center and the Public

Health Officer.

Scenario II: Measures to be taken if there are two or more community transmission cases of COVID-19 in Butte County, but no staff or students test positive. Faculty, staff and student employees (employees) with an elevated temperature greater than 100.4 and/or respiratory infection symptoms are required to stay at home. All employees must self-monitor for respiratory infection symptoms each morning before coming to campus. **Self-monitoring is defined as monitoring temperature and/or respiratory/flu-like symptoms.

The campus will activate a COVID-19 Hotline – All case management and hotline services are managed by WellCat Services/Pandemic Manager. Employees should call the Hotline if:

They are experiencing symptoms consistent with COVID-19. Have been exposed, or believe they may have been exposed, to COVID-19. Received a diagnosis of COVID-19. A physician recommends self-quarantine. Recent travel/ travel concerns surrounding COVID-19. Have questions concerns about COVID-19.

Calling the Hotline will document the situation allowing a case manager to provide guidance and ensure the correct health and human resources team can start assisting with decisions about:

Symptom monitoring Quarantine duration COVID-19 testing Contact Tracing (Identifying possible exposure to others) Planning CSU’s return to work guidance

Employees working remotely who are experiencing symptoms of COVID-19, believe they have been exposed to, or have been diagnosed with COVID-19 should contact their primary care physician for medical advice. Remote employees may also contact the Hotline for guidance and support.

Scenario III: Measures to be taken if one employee tests positive for COVID-19 and exposed others on campus. If one member of the campus community tests positive for COVID-19, and exposed others on campus, the Director of the WellCat Health Center, in concert with the EOC, will implement the following steps:

Facilitate isolation of the employee and immediately contact Butte County Public Health. Direct testing and contact tracing as appropriate.


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Identify areas occupied by the employee testing and use CDC guidelines to determine what additional cleaning protocols will be deployed, if any, before opening those areas.

Develop communication plans for the campus community to include outreach to students, faculty, staff, and the community.

Guide employees and remind them of the importance of community social distancing measures. Determine the timing of the return of employees, and any additional steps needed for

affected/impacted areas to reopen, in consultation with Butte County Public Health.

Scenario IV: Measures to be taken if multiple employees test positive for COVID-19 on a campus.

If more than five members of the campus community, who have been on campus, test positive for COVID-19, the President, Cabinet, EOC and Director of WellCat Services will consult with Butte County Public Health officials for guidance to make modifications as needed.

In consultation with Butte County Public Health officials the President will assess if the current delivery of service warrants change and for what length of time based on the risk level as determined by the local public health officer.

Develop communication plans for campus closure if necessary to include outreach to students, faculty, staff, and the community.

Develop a plan for the return to alternative education, work, medical and student services as needed. Maintain regular communications with the Butte County Public Health. Follow CDC guidelines to determine what additional cleaning protocols, if any, should be deployed at the

campus before reopening the campus. Determine the timing of the return of students and staff, and any additional steps needed for the campus to

reopen, in consultation with Butte County Public Health officials

Additional Resources:

• Centers for Disease Control and Prevention Website • California Department of Public Health Website

Chico State Dept. Name Return to Work Plan – Appendix C

Environmental Health and Safety Rev 5/26/20

Departmental Risk Assessment for COVID-19

To protect the health and safety of the campus community and visitors, departments will be required to perform this detailed risk assessment and set site-specific prevention protocols. The completion of this risk assessment template will serve as the department’s Protection Plan as required by the Return to Work Plan establishing workplace guidelines and expectations for employee safety and welfare. This template must be filled out by the department’s Dean/Director. The EOC will be reviewing each department’s completed risk assessment and prevention protocols for approval before allowing personnel to return for on-campus work.

Instructions on completing

1) Prior to completing the Departmental Risk Assessment, Deans/Directors shall obtain Vice President approval endorsing bringing employees back to campus for the proposed activities or in the proposed work space. This approval can be documented in a memo or an email.

2) Complete the workplace risk questions applicable to your department’s physical workspace and activities performed. The examples given for some of the questions are not limiting but there to guide you in your thinking. Think in general terms. Circle “Yes” if this risk is present in your department or “No/Not applicable” if this risk is not present.

3) If the risk is present in your department, identify items which are unique to your department. Be specific when identifying activities, locations, and items. For example: if you have a conference room, write down the building and room number.

4) Prevention protocols are presented to you in the last section. Review them. Many of these are required per Cal/OSHA and California Department of Public Health.

5) For each risk which is present in your department, include the department-specific protection plan (i.e. which prevention protocols will you be implementing and for which identified items). Once again, be specific. Write “the who”, “the what”, and “the when”. For example: What will the occupancies be for each conference room, how will an activity take place, who will be cleaning shared items, etc. Use extra pages if necessary.

6) Email the completed Departmental Risk Assessment and approval from the Vice President to the EOC, [email protected] for review and approval.

If you have questions related to the assessment, email the Department of Environmental Health and Safety at [email protected].



Workplace Risk Present in your Dept? Identification Recommended Prevention Protocols

Frequently touched surfaces

Does your workspace have frequently touched surfaces? Examples: doorknobs, light switches, tabletops, PIN pads, conference room chairs, copy machines, etc.

Circle one:

Yes

No/Not applicable

Identify surfaces that are frequently touched: __________________________________ __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________ __________________________________

• Establish an enhanced cleaning schedule for frequently touched surfaces for those surfaces not sanitized by FMS.

• Request employees’ clean personal workspaces often.

Department’s Protection Plan: ____________________________________________________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________



Workplace Risk Present in your Dept? Identification Recommended Prevention Protocols

Shared equipment/tools

Does your department have equipment and/or tools that are shared? Examples: gym, teaching, and printers, copy machines, hand tools, etc. Note: shared vehicles and carts are addressed in the next section.

Circle one:

Yes

No/Not applicable

Identify shared equipment and tools: __________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

• Avoid sharing phones, work supplies, office equipment, etc. where possible.

• If equipment/tools must be shared, disinfect between users or shifts, whichever is more frequent.




Workplace Risk Present in your Dept? Identification Prevention Protocols

Shared university-owned vehicles

Does your department have shared campus-owned vehicles? This could be work trucks, cars, vans, buses, and carts.

Circle one:

Yes

No/Not applicable

Identify shared university-owned vehicles: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


• Establish an enhanced cleaning schedule (Ca. Dept of Public Health recommends between users of shifts, whichever comes first) to clean steering wheel, shifter, and doorknobs.

• Allow only one person per row in vehicle.




Mail/package handling

Does your department handle mail and/or packages from either outside vendors or from campus mail services?

Circle one:

Yes

No/Not applicable

Identify which employees handle mail/packages and from what sources: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

• Minimize transaction times with transportation personnel. Make contactless if possible.

• Use electronic signatures whenever possible.

• Disinfect or let packages age-out if they appear tampered with.

• Provide gloves to employees when necessary.




Work place Risk Present in your Dept? Identification Prevention Protocols

Waiting/seating areas

Does your department have waiting or seating areas?

Circle one:

Yes

No/Not applicable

Identify locations of waiting/seating areas: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


• If possible, limit the use of waiting rooms. Develop a system that allows customers to wait outside.

• Rearrange chairs or mark chairs as “do not use” to create physical distance between users.

• Regularly sanitize chair arms.



Work place Risk Present in your Dept? Identification Prevention Protocols

Reception areas

Does your workspace have reception areas? Examples: Dept. front desks, equipment distribution desks (stock rooms, Central Supply), help desks, etc. Note: the next question addresses areas where lines may form.

Circle one:

Yes

No/Not applicable

Identify locations of reception areas: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

• Post “please wait here” signs. • If paper transactions or other hand-

offs must take place, direct customers to leave paper on desk and then take a step back.

• Work with FMS to provide physical barriers such as plexiglass between personnel and customer if person-to-person contact must take place.





Areas where lines form

Does your workspace have areas where lines may form?

Circle one:

Yes

No/Not applicable

Identify areas where lines form: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

• Dedicate staff to direct customers. • Develop a system which allows

customers to wait outside. • Place physical distancing markers at

6-foot intervals.

Department’s Protection Plan: ____________________________________________________________________________________________ ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________




Breakrooms/kitchenettes

Does your department have breakrooms and/or kitchenettes?

Circle one:

Yes

No/Not applicable

Identify locations of breakrooms and kitchenettes: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


• Encourage personnel to take breaks outside, in unoccupied areas, or at their personal desks.

• Decrease allowable occupancy. Post maximum occupancy signs on door.

• Implement a breakroom scheduler to ensure occupancy load has not exceeded.

• Regularly disinfect frequently touched surfaces such as refrigerator handle, coffee machine, and sink faucet.




Conference/meeting rooms

Does your department have conference or meeting rooms? Note: Some conference/meeting rooms are shared among multiple departments. Work with those departments for a shared effort.

Circle one:

Yes

No/Not applicable

Identify locations of conference and meeting rooms: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

• Encourage virtual meetings whenever possible.

• Decrease allowable occupancy. Post maximum occupancy signs on door.

• Rearrange chairs or mark chairs as “do not use” to allow for physical distancing between users.

• Disinfect table tops and arms of chairs between meetings.





High traffic areas

Does your workspace have high traffic areas? Examples: corridors, food courts, entrances/exits, etc. Note: This does not include building entrances/exits or hallways in which your department does not have sole control over.

Circle one:

Yes

No/Not applicable

Identify high traffic areas your department has control over: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

• Create directional flow of traffic. • If you have two entrances, route

incoming traffic through one door and outgoing traffic through another.





Food service/food courts

Does your department cook and/or serve food to the campus community?

Circle one:

Yes

No/Not applicable

Identify locations of food service areas: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

• Dedicate staff to limit the number of customers.

• If you have two entrances, route incoming and outgoing traffic through separate doors.

• Place floor markers where lines form. • Provide physical barriers for cashiers

and where food is ordered. • For dine-in, establish a maximum

occupancy that allows for physical distancing between customers.

• Disallow salad bars and self-serve stations.

• Promote grab-and-go meals.





Workstations/computers within 6-feet of each other

Does your workspace have desks or computers that are within 6-feet of each other? Examples: computer labs, small shared offices, etc.

Circle one:

Yes

No/Not applicable

Identify locations of workstations and computers that are within 6-feet of each other: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


• Work with FMS to evaluate the possibility of rearranging Rearrange workstations to allow for 6-feet of physical distance between users.

• Mark off computers as “do not use” to allow for physical distancing.

• Provide physical barriers between workstations or computers if 6-feet of physical distancing cannot be maintained.

• Disinfect shared desktops, keyboards and mice between users.




Areas or activities where physical distancing is not possible

Does your department have areas or activities where 6-feet of physical distancing between people is not possible? Examples: some lab and shop classrooms, certain construction activities, cash registers, etc.

Circle one:

Yes

No/Not applicable

Identify areas/activities where physical distancing is not possible: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

•


• Provide physical barriers between people.

Require the use of face coverings for all parties involved.




Visiting vendors

Does your department have visiting vendors visit your workspace?

Circle one:

Yes

No/Not applicable

Identify vendors that visit your area: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

• Implement contactless deliveries/visitations if possible.

• Remind vendors of the University’s requirements on physical distancing, and use of face coverings while on campus.





Other areas not previously listed

Do you have any other areas or activities not identified in other sections of this risk assessment that will need prevention protocols for COVID-19?

Circle one:

Yes

No/Not applicable

Identify areas or activities that have not been listed elsewhere in this risk assessment: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

• Enhanced cleaning and/or disinfection between users.

• Applicable signage, physical barriers, and floor markings to ensure physical distancing.




How will you communicate your department-specific Protection Plan (and future amendments) to your employees? ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Departments are responsible for ensuring the following is completed prior to employees returning to campus. � Ensure employees have taken the required COVID-19 Awareness training. � Ensure employees have, or are provided a face covering. The University will provide face coverings, however the employee can wear

their own if it is appropriate. � A manager or supervisor has reviewed this Departmental Risk Assessment with the employee and gone over the employee’s

responsibility in ensuring the protective measures outlined are followed. This review must be documented and retained by the department.

List any additional measures taken:

Print Name: Date:

Title:

VP Approval Attached

FOR EOC USE ONLY EOC Approval (Print Name) Date:

updated 5/27/19 - will be revised as …...2020/05/27 · updated 5/27/19 - will be revised as...

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